June 7, 2023

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Administrative Assistant – Fire Job Vacancy in City of Westminster, CO, (Westminster, CO) – Businessofusa.com

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Company name : City of Westminster, CO

Vacant position : Administrative Assistant – Fire

Company location : Westminster, CO

This position is a responsible administrative support position involving moderately complex work problems and situations for the Fire Department. This position may be assigned to one or more divisions, such as Operations, EMS, Fire Prevention and Training. This position requires a high level of customer service skills, as well as competency interacting with the public and other employees to perform the essential functions of the job.
The full salary range for this position is stated above. Starting wages are negotiable and dependent on the qualifications and experience of each individual candidate. The City of Westminster offers a bonus of up to $1,500 per year depending on the employee’s fluency in Spanish, Hmong, Laotian and/or American Sign Language (ASL).
The City’s work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: Westminster’s purpose is to provide core services and foster economic resilience to give our community the opportunity to thrive. Our core values are embodied in our SPIRIT (Service – Pride – Integrity – Responsibility – Innovation – Teamwork).
This position promotes the mission and values of the City of Westminster by supporting the goals of the Fire Department, which is responsible for providing timely emergency response to fire and emergency medical calls; ensuring the safety of personnel, citizens, and visitors to the community; and educating residents and business owners on fire safety, emergency medical prevention and emergency preparedness.
*Every employee is accountable to: *

Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
Communicate with customers to ensure that, where possible, they are satisfied and that their needs are being addressed; solicit and evaluate customer feedback
Act as an ambassador by understanding and fostering the organization’s mission and vision
Exhibit pride in self, the department, the city and the community; conduct self in a professional manner
Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty and ethical behavior
Address difficult or contentious issues in a constructive manner
Support/promote change; demonstrate flexibility, and take calculated risks when appropriate
Participate in personal growth opportunities and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
Work to continuously improve the efficiency and effectiveness of the service or product being delivered
Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
Value diversity; demonstrate an awareness of differences; demonstrate sensitivity and adapt behaviors and communication to accommodate these differences

*GENERAL COMPETENCIES*Citywide* – Every employee in this position is accountable to: *

Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
Recognize personal strengths and weaknesses and target areas for personal self-development
Demonstrate initiative in performing job tasks
Exhibit problem-solving skills leading to sound judgment and quality decisions
Achieve goals, and handle assigned workload and new assignments effectively; demonstrate an ability to work independently
Communicate effectively with individuals and groups using clear and concise verbal and written communications
Demonstrate accountability for work and take ownership in job performance
Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product

Job Specific* – Every employee in this position must be able to: *

Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling and mathematical computations and tabulations
Operate a personal computer and be familiar with current computer software applications (Microsoft Word, Excel, PowerPoint, and Outlook); must be able to type 50 WPM with accuracy
Demonstrate ability to learn new software programs and databases, such as JD Edwards and Cobblestone
Set up and type a variety of letters, memos, reports, agendas, minutes, ordinances and resolutions; maintain moderately complex administrative assistant reports and to prepare detailed reports from such records
Make decisions in accordance with precedents and regulations; effectively use good judgment at all times
Communicate, understand and follow oral and written instructions
Establish and maintain positive, effective working relationships with other employees and the public
Maintain confidentiality
Remain calm under time-sensitive pressure situations; adjust rapidly to reprioritized work schedule

Essential Job Functions, Duties, Responsibilities and Tasks1. Provides high-level customer service to city employees, public officials, and citizens; performs front desk operations, including answering telephones, assisting walk-in customers, distributing and metering mail2. Performs accounts payable process for the Department, including:

Recordkeeping, purchasing, initiating and processing requisitions
City purchase card expenditures, allocations and reconciliation
Generates various reports such as budget, travel, overtime reports
Processes petty cash, purchase orders and budget revisions
Oversees grant payment process and special team reimbursements

3. Provides business support for the Emergency Medical Services (EMS) division, including:

Works as a liaison between the Fire Department and the third-party ambulance billing company to manage payments, refunds, and requests associated with EMS operations
Manages the Westminster Med ambulance membership program database and processes related applications and payments
Reviews and processes records requests from various types of requestors, ensuring that all resulting actions meet criteria defined by the Health Insurance Portability and Accountability Act (HIPAA) and the Colorado Open Records Act (CORA), as well as any other applicable policy or legislation
Aids in coordination of community outreach and public education
Maintains confidentiality working with highly sensitive and protected information
Provides administrative support to members of the EMS division

4. Provides office support, including:

Maintains filing system to ensure timely filing of important documents using: Laserfiche document scanning and set up
Types from copy, rough draft, general instructions, letters, memos, contracts, or other documents
Orders supplies
Maintains office equipment as needed

5. This position will be part of a “team” concept and the selected employee will be cross-trained to perform duties required of all support staff personnel, including:

Receptionist duties
Special projects
Performing Administrative Assistant duties in the absence of employees in other divisions

6. Maintains regular and punctual attendanceOther Duties and ResponsibilitiesIncumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion.
Education, Experience, Skills, Formal Training, Licenses and CertificationsRequired:

Graduation from high school or GED
Minimum two (2) years of experience in a high public contact administrative position
Proficiency in the use of personal computer, with emphasis on word processing (50 WPM with accuracy) Microsoft Word, Excel and Outlook
Ability to communicate clearly and competently, both verbally and in writing
Knowledge of general accounting


Work experience in healthcare billing and/or medical records
Additional experience with other computer software programs and databases, such as JD Edwards or Cobblestone

Any equivalent combination of education, training and experience, which would provide the required knowledge and skills, may be considered.Physical RequirementsWork is sedentary in nature and requires sufficient physical stamina and strength for:

Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing sometimes for extended periods
Frequent squatting, reaching above shoulder and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing and reaching below shoulder to store documents, material and supplies
Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
Frequent lifting, carrying, push, pulling and lifting of up to ten (10) pounds to move material and supplies; occasional pushing, pulling and lifting of up to twenty-five (25) pounds with dollies and carts

*WORKING CONDITIONS*Work is constantly performed indoors. This is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.Required Materials and EquipmentComputer terminal, keyboard, typewriter, printer, telephone, switchboard, fax machine, photocopy machine, transcriber, calculator, postage scale and meter, books, files, paper shredder, scanner, and other standard office equipment.

Background checks will include employment references and criminal history and when applicable, credit check, driver’s license record, education verification
Pre-employment drug screen
Must be legally entitled to work in the

The City of Westminster offers a comprehensive benefit package including:

Health and Dental
Flexible Spending
Pension/ Retirement Plans
Term Life Insurance
Long-term Disability
Survivor Benefits
Wellness Program
Education and Training Reimbursement
General leave that provides vacation, holidays, and illness leave

For a more detailed overview of our General Non Exempt employee benefit package: www.haysmultimedia.com/3d/CityofWestminster-Commitment
The City of Westminster does not participate in the Social Security system. In lieu of social security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.
401(a) Contribution Rates: Employee Mandatory Contribution: 11% of your base pay. Contributions are pre-tax and fully vested.Employer Contribution: 11.25% of your base pay.
Employer Contribution Vesting Schedule

Less than 3 years – 0%
3 years – 60%
4 years – 80%
5+ years – 100%

Location: Public Safety Center,9110 Yates St.,Westminster,CO, Westminster, CO 80031
Job Type: Full-time
Pay: $49,275.20 – $63,107.20 per year